Office Administrator

Impact Recruitment Ltd; New York (NY); On-site; USD 52,000 - 55,000; Full time

Job summary

Busy Manhattan Law Firm is seeking an Office administrator/Personal assistant to support attorneys and keep the office running smoothly in New York, NY. You will handle front-desk duties, scheduling, billing tasks, and general administrative support with room to grow.

The ideal candidate has experience in an administrative role, strong organizational skills, and comfort with invoicing and client communications. This is a demanding, hands-on position offering benefits and career growth.

Qualifications

• Previous experience in an administrative or office management role (law firm preferred)
• Strong organizational and time-management skills
• Excellent written and verbal communication skills
• Comfortable handling billing, invoicing, and collections professionally
• Proficiency with Microsoft Office (Word, Outlook, Excel)

Responsibilities

• Answer and direct incoming phone calls in a professional manner
• Greet clients and visitors as first point of contact for the firm
• Schedule appointments and manage attorney calendars
• Prepare, send, and track invoices; follow up on outstanding balances
• Draft, format, and send letters and other legal documents as directed
• Maintain and organize client files (physical and electronic)
• Process incoming and outgoing mail and emails
• Assist with basic bookkeeping and administrative reporting
• Coordinate office supplies and maintain overall office organization
• Provide general administrative support to attorneys and staff as needed
• Run errands such as gift shopping and dry cleaning

Skills

Office management

Billing & invoicing

MS Office

Client service

Tools

Legal billing software

Job description

Busy Manhattan Law Firm is seeking an Office administrator/ Personal assistant. Room to grow.

Job Function:

Key Responsibilities

• Answer and direct incoming phone calls in a professional and courteous manner
• Greet clients and visitors and serve as the first point of contact for the firm
• Schedule appointments, court dates, meetings, and manage attorney calendars
• Prepare, send, and track invoices; follow up on outstanding balances and handle collections
• Draft, format, and send letters, correspondence, and other legal documents as directed
• Maintain and organize client files (physical and electronic)
• Process incoming and outgoing mail and emails
• Assist with basic bookkeeping and administrative reporting
• Coordinate office supplies and maintain overall office organization
• Provide general administrative support to attorneys and staff as needed
• Run Errands ( gift shopping, pick up dry cleaning Etc)

Job Requirement

• Previous experience in an administrative or office management role (law firm experience preferred but not required)
• Strong organizational and time-management skills
• Excellent written and verbal communication skills
• Comfortable handling billing, invoicing, and collections professionally
• Proficiency with Microsoft Office (Word, Outlook, Excel); familiarity with legal billing software is a plus
• Professional demeanor with strong client service skills
• Ability to work independently and manage confidential information

Compensation: 55-52K base salary plus benefits, PTO, 401K, etc.